Google Sheets For Project Management

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Must-have Google Docs add-ons for project management

posted Mar 20, 2018, 8:40 AM by Stéphanie Chhay [ updated Mar 22, 2018, 9:06 AM]

Google Drive is an amazing collaborative tool which makes it perfect for project management. Whether you are a full-time project manager or an occasional one, get help from some well-thought add-ons for running successful projects!

Here’s a focus on 8 great add-ons that will help you at every step of your project, from planning to closing.

Organize

Keep task, ideas and processes well-organized for achieving your project goals. Discover the two following add-ons that will help you stay organized.

Project management requires a lot of multi-tasking. To better keep track of everything you have in mind, start by organizing your thoughts with MindMeister! This add-on for MindMeister will help you do just that in visually mapping a bullet-point list.

MindMeister eisists as a free standalone add-on and as a freemium web app.
Find out more about MindMeister here.

This add-on for Lucidchart helps your represent a workflow or an organization chart in a more comprehensive way. Lucidchart interface is very user-friendly: Use the drag and drop functionality to create your chart and save your creation as a template for future projects.

Lucidchart Diagrams for Slides is a freemium add-on for Lucidchart web app.
Find out more about Lucidchart here.

Schedule

Planning is key when driving a project. The following add-ons make managing the busiest schedules a piece of cake!

ProjectSheet planning is without a doubt the most complete tool for project managers on Google Sheets, providing an overall tracking of your project progress: Time, ressources, costs… Even though some useful features are available for paying users, the free version is a great compass for steering any project.

ProjectSheet planning is a freemium standalone add-on.
Find out more about ProjectSheet planning here.

Originally created for hospitals’ staff plannings, Shift Scheduler can be useful to everyone having complex scheduling needs. A project manager with a large team of freelancers will certainly enjoy it! Manage your schedule in a spreadsheet and have it automatically updated to Google Calendar.

Shift Scheduler is a free standalone add-on.

Manage

Driving a project from A to Z requires planning but also costs and resources management. Keep track of your budget and team with the following add-ons.

Budget is key for a well-driven project. Lazy Notes Extras helps you easily record all expenses and lets you choose how to categorize them. All calculations and organizations are handle from your Google Sheet.

Lazy Notes Extras is a free standalone add-on.
Find out more about Lazy Notes Extras here.

This add-on combines Asana, the famous mail-free team collaboration tool, and Google Form best features to automate tasks. After each form submission, this add-on will automatically create a task in Asana with a complete checklist, comments and team assignments. Very useful when juggling with several projects at the same time.

Google Forms to Asana Checklist Pro is an add-on for Asana web app. A free trial (14 days) and a free plan (1 Google Form on 1 Google Account) are both available.
Find out more about Google Forms to Asana Checklist Pro here.

Evaluate

Once your project is over, you need to evaluate if the goals have been achieved. Those add-ons will help you get feedback on your project performance.

If you need your clients or coworkers’ opinion on your project outcome, Google Form offers a great platform to request and receive feedback. Advanced Summary helps you compile data from a Google Form survey and lays it out in an intelligible way.

Advanced Summary by Awesome Table is a free add-on for Awesome Table.
Find out more about Advanced Summary by Awesome Table here.

Time Study records process time and automatically generates a report. Very flexible, this add-on lets you export data from Google Calendar and import a timesheet to Google Calendar. It’s the perfect way to manage et keep track of your project time management.

Time Study - BPI Tools is a free standalone add-on.
Find out more about Time Study here.

Top add-ons for project management

Google Slides add-onsDescription
Lucidchart Diagrams for SlidesDraw diagrams that communicate important ideas, information, and processes and insert them directly into your Google Slides.
Google Forms add-onsDescription
Google Forms to Asana Checklist ProSubmit Google Forms to Asana as a task or project. Auto create Task Checklists, resubmit forms, send email notifications and more!
Advanced Summary by Awesome TableAdvanced Summary of responses generates charts and filters based on a Google Form responses.

Google Sheets add-onsDescription
ProjectSheet planningCreate and modify a planning schedule for project management in a spreadsheet with WBS work breakdown and Gantt time chart.
Shift SchedulerA flexible organization-level shift scheduling spreadsheet that automatically creates Google Calendar events for your users.
Lazy Notes ExtrasManage your budget more easily and conveniently on a single spreadsheet!
Time Study - BPI ToolsTime your project's activities and save them directly to your Calendar. Measure process time, timesheet recording and reporting.
Google Docs add-onsDescription
MindMeisterMindMeister lets you turn any bullet-point list into a visually appealing mind map and insert it into your Google Document.

On this page, there are several different Google Sheets project management timeline templates that you can choose from. Project timelines are an incredible tool for any business, and using them can help you easily plan projects and visualize the timeline of important tasks!

Our final huge perk is that Google Sheets has loads of free templates to use, which makes getting started pretty easy. When it comes to project management, the templates in Google Sheets can help your project stay on track, on budget, and extremely organized. Certain templates may also give you a way to hold your team accountable. Why use Google Sheets for project management? Flexible: Every project is unique and Google Sheets enables you to build a tailor-made system. You can adapt it as needs change, without any new software. Accessible: You and your coworkers can access all of your project data from any corner of the world. All you need is an internet connection. Google Sheets can be a handy tool for project management. I wanted to create this post to share a few tricks to build a Gantt chart in Sheets. Note: This is based on a template I found in Sheets that I modified to be more dynamic. The timeline You probably already know that like most spreadsheet tools, Sheets has native date support.

How to use google sheets for project management

These Gantt chart templates have lots of different helpful features such as automatic color coding and simple timeline setting… but at the same time the templates are easy to use and easy to read. The project timelines will help you and your business stay organized, and prepared for upcoming events!

*Note that if you do not want the task name to show within the colored bars, simply unhide row 5 in the template, and delete the contents / formulas in row 5, then the labels will disappear.

Sheets

Quick explanation of timeline template versions

You can choose between the template versions described below, so that you will be able to find the exact project management template that you need. Each of the templates will allow you to manage tasks for up to a year, and has room for 100 tasks. If you don't need room for 100 tasks or an entire year of tracking, you can delete columns and rows to make the spreadsheet smaller.

The daily timeline has one column for each day of the year, and breaks down the timeline of tasks with precision.

The weekly timeline has one column for each week of the year, where you will be able to see if a task takes place within a given week, rather than on a given day.

Sheets

The monthly timeline has one column for each month, and so will indicate the months that tasks occur in, for each month.

This full template combines all three of the templates described above, so that you can simply enter your tasks and dates on the 'daily' tab, and then the 'Weekly' and 'Monthly' tabs will automatically fill with the same data. This will allow you to view the same tasks in multiple timeline views!

Setting the timeline start date

Each of the templates will allow you to enter a custom start date for the timeline itself. After setting the timeline start date, the sheet will automatically generate the rest of the timeline, whether you are using the daily, weekly, or monthly version.

Make sure that you designate the year when typing the date, because if you do not enter a year then Google Sheets will assume the current year… which you may want in some cases, but not all.

For example, if you want your start date to be March 1st, 2020… then type '3/1/2020' and then press enter.

Google Sheets Project Management Add On

Gantt Chart conditional formatting

One of the most important features of the project timeline Gantt chart is the conditional formatting, or in other words the automatic coloring. The templates here at SpreadsheetClass.com have a couple of extra conditional color features, beyond the normal project timeline.

Timeline indication

As you would expect from a project timeline, a colored indication will appear along the timeline in each row, based on the start / end date. If no priority level is set, this color will be green.

Priority level

You can choose to set a priority level for each task if you want, which will change the color of the timeline indication for higher priority tasks. If the priority setting is left blank, 'Normal' priority is assumed, and the indications will appear/remain green.

  • 1- (Normal): This priority level will display in green color
  • 2- (Important): This priority level will display in yellow color
  • 3- (Critical): This priority level will display in red color

(The picture near the top of this page shows what the daily template looks like if no priority levels are set)

Current day

You will see that each template will mark the current day in green, on the timeline itself (Or the current week / month for other versions).

How To Use Google Sheets For Project Management

Task Completion

In column A where the tasks titles are, the cells will change colors depending on whether a given task has passed yet or not.

  • Upcoming tasks: Normal / white cells
  • In progress tasks: Blue cells
  • Already passed tasks: Grey cells

*Note: All of the templates will display a warning when trying to edit any cell that should not be edited. The instructions in each section below will tell you which cells are unlocked in each template.

Daily project management timeline template

Google Sheets Template For Project Management

The daily template offers the most detail! The daily timeline is the biggest file, because there is on column for each day of the year… so you will need to scroll right to see the full timeline. For this reason, when setting the timeline start date give the sheet a moment to adjust the conditional formatting for the entire sheet/year.

Instructions:

How To Use Google Sheets For Project Management

  1. Enter the timeline start date in cell E4
  2. Enter the tasks name in column A
  3. Enter the start date for each task in column B
  4. Enter the end date for each task in column C
  5. Optional- Select the priority level for each task in column D

Weekly project management timeline template

The weekly template offers a more compact view for managing the timeline of projects. There is one column for each week of the year, and so the Gantt chart will display an indication of whether or not each task occurs within a seven day period.

Project

Instructions:

  1. Enter the timeline start date in cell E4
  2. Enter the tasks name in column A
  3. Enter the start date for each task in column B
  4. Enter the end date for each task in column C
  5. Optional- Select the priority level for each task in column D

Monthly project management timeline template

With the monthly project timeline you will be able to see which months that events / tasks are occurring in. In this individual monthly version, you will be able to track for up to 2 years.

Instructions:

  1. Enter the timeline start date in cell D2
  2. Enter the tasks name in column A
  3. Enter the start date for each task in column B
  4. Enter the end date for each task in column C
  5. Optional- Select the priority level for each task in column D

Combination (Daily / Weekly / Monthly) project planning template

In this full combined version of the project management timeline template, you will be able to see daily, weekly, and monthly views all in one file, while only needing to enter your task names and start / end dates one time, on the first tab!

This version will allow you to see your tasks broken down in several different views, so that you will be able to see detail, as well as an overarching view of your project.

Instructions:

  1. Enter the timeline start date in cell E4 of the 'Daily' tab
  2. Enter the tasks name in column A of the 'Daily' tab
  3. Enter the start date for each task in column B of the 'Daily' tab
  4. Enter the end date for each task in column C of the 'Daily' tab
  5. Optional- Select the priority level for each task in column D of the 'Daily' tab
  6. Switch to the weekly and monthly tabs to see your data in a different view